ADC 362, Page 2

ADC 362

Revised DS 856, ASN/RR: Void, Replace, Change, and Contract Number Type

1. ORIGINATOR:

a. Service/Agency: Business Transformation Agency (BTA), 703-601-3907, and Defense Contract 

Management Agency (DCMA), 703.428.0539,

b. Originator: Business Transformation Agency (BTA)

2. FUNCTIONAL AREA: Primary: Supply/Logistics.

3. REFERENCES: 

4. REQUESTED CHANGE:

a. Description of Change: This change documents Wide Area Workflow (WAWF) enhancements 

to the vendor submission of the Advance Shipment Notice (ASN) using the DLMS 856 transaction. 

These changes are based upon three Engineering Change Proposals (ECPs) approved by the WAWF 

Operational Requirements Committee (ORC) and Joint Requirements Board (JRB) for WAWF Release 

4.2. Updates subsequent to staffing are highlighted in yellow. Refer to Enclosure 3 for Proposed 

DLMS Change (PDC) Comment Resolution.

b. ECP 0547: Vendor Electronic Void and Replacement of a Transaction in a Submitted or 

Rejected Status

(1) This update will provide the capability for a document originator to void an existing

transaction via EDI and replace it with a new transaction via EDI. This change would eliminate the 

manual step of vendors logging into WAWF to void a document in a voidable status via the Web 

interface in order to submit a new version of the document. A reduction in logins would reduce 

WAWF system resource contention and save considerable time for the vendor. For additional 

information regarding this process, refer to DCMA guidance at: 

https://home.dcma.mil/mocas/wawf42.cfm (WAWF Electronic Receiving Report Changes).

(2) Cross-reference to technical WAWF requirements:

VOID _0021 – The system will permit the document to be voided via an EDI transaction.

ReSub_0017 – The system will permit a document to be resubmitted via an EDI transaction in 

conjunction with an EDI void

(3) Revise 4010 856, Advance Shipment Notice (ASN) as follows: 
ADC 362, Page 3

Item 

#

Location Revision 4010 856, 

Advance Shipment Notice (ASN)

Reason

1. DLMS 

Introductory 

notes

Added ADC 362 to DLMS Introductory Note 7:

- ADC 362, Revised DLMS Supplement (DS) 856, 

Advance Shipment Notice/Receiving Report (ASN/RR): 

Void, Replace, Change, and Contract Number Type 

(Wide Area Work Flow/Contract 

Administration/Supply Interface)

Identifies DLMS Changes included 

in the DLMS Supplement

2. 1/BSN01/020 Add the following Federal note and revise DLMS note for 

qualifier “01”:

01 Cancellation

Federal Note: For WAWF, use to indicate a “Void 

Only” submission.

DLMS Note: Use to cancel a previously transmitted 

ASN. Restricted use during DCMA pilot. Applicable 

to source inspection and acceptance, DCMA 

administered and MOCAS paid, where documents have 

been signed in WAWF by the inspector.

Vendors will be able to indicate a 

Void only submission.

3. 1/BSN01/020 Add new qualifier “05- Replace” and the following 

Federal note:

05 Replace

Federal Note: For WAWF, use to indicate a “Void and 

Create” to void a previously submitted ASN/Receiving 

Report (RR) and concurrently create a new one.

DLMS Note: Restricted use during DCMA pilot. 

Applicable to source inspection and acceptance, DCMA 

administered and MOCAS paid, where documents have 

been signed in WAWF by the inspector.

Vendors will be able to void and 

create a new ASN/receiving report 

with a single action.

 c. ECP 0573: Corrected Receiving Reports to MOCAS: 

(1) This update will allow MOCAS-paid vendors to do electronic corrections to previously 

signed Source Accepted Receiving Reports. Such corrections must currently be done using paper 

transactions.

(2) Cross-reference to technical WAWF Requirement: The proposed functionality applies to 

Source Accepted, DCMA administered, MOCAS-paid WAWF Receiving Reports in a “Processed” 

status that have been signed in WAWF by the inspector and made available to the vendor by DCMA for 

correction. It provides the capability for the vendor to electronically submit a correction to the WAWF 

Receiving Report. For additional information regarding this process, refer to DCMA guidance at: 

https://home.dcma.mil/mocas/wawf42.cfm (WAWF Electronic Receiving Report Changes).
ADC 362, Page 4

CRR_0016 – The system will permit a properly authenticated user with a role of “Vendor” to update a 

corrected Receiving Report.

CRR_0311 – The system will permit the update of a Corrected Receiving Report via an EDI 

transaction.

Item 

#

Location Revision 4010 856, 

Advance Shipment Notice (ASN)

Reason

1. 1/BSN01/020 Add the following Federal Note 2 for existing qualifier

“CO”: 

CO Corrected

Federal note: 1. Use only after receiving an 

acknowledgment of receipt for a previously transmitted 

Shipment Notice. When used, the entire Shipment 

Notice will be transmitted.

2. For WAWF, use to indicate a corrected ASN/RR 

submission.

For WAWF, vendors will be able to 

indicate a Corrected Receiving Report 

submission.
ADC 362, Page 5

Item 

#

Location Revision 4010 856, 

Advance Shipment Notice (ASN)

Reason

2 2/REF01/150 Add new qualifier “P1- Previous Contract Number” and 

the following Federal note:

P1 Previous Contract Number

Federal Note: For WAWF, use to indicate a contract 

is being corrected. The vendor will enter the Contract 

Number of the immediately preceding Corrected 

Receiving Report or Receiving Report, to which this 

correction applies.

Add new qualifier code “DO-Delivery Order Number”

and the following Federal note:

DO Delivery Order Number

Federal Note: For WAWF, use to indicate a 

delivery order is being corrected. The vendor will 

enter the Delivery Order Number of the immediately 

preceding Corrected Receiving Report or Receiving 

Report, to which this correction applies.

For WAWF, the submission of P1 in 

REF01 will indicate that the entry in 

REF02 is the contract number of the 

immediately preceding Corrected 

Receiving Report or Receiving Report, 

to which this correction applies.

For WAWF:

REF Segment, Pos. 150, – Added codes 

“DO”, “P1”, to the list of allowable 

codes for REF01 where HL03 = ‘S’. 

P1 is to report Previous Contract 

Number; DO is to report Delivery 

Order Number.

In order to make a correction, the 

original MOCAS-paid Receiving 

Report must be in a ‘Correction 

Required’ status. 

For Corrected Receiving Reports, the 

following ‘key lookup data’ must be 

included to locate the document in the 

database:

Contract Number of the immediately 

preceding Corrected Receiving Report 

or Receiving Report, to which this 

correction applies (REF Segment, Pos. 

150).

Delivery Order Number of the 

immediately preceding Corrected 

Receiving Report or Receiving Report, 

to which this correction applies (REF 

Segment, Pos. 150).

 d. ECP 0528: Contract Number Type Identification and Government Document Identifier 

(1) This change will provide a mechanism whereby the Contract Number on WAWF documents 

as listed below is identified as to the Type of Contract Number. It also provides a an optional field for a 

Government Micro-Purchase Document Reference.

Receiving Report

Micro-Purchase Receiving Report

Repairables Receiving Report
ADC 362, Page 6

Property Transfer

Corrected Receiving Report

(2) Cross-reference to technical WAWF Requirement: 

RR_0688 – When a User with the role of “Vendor” is creating a Receiving Report, the system will 

permit entry of a Contract Number Type.

PTD_0002 - When a user with the role of “Contractor Property Shipper” is creating a Property 

Transfer Document, the system will permit entry of the Gaining Contract Number Type.

PTD_0034 - When a user with the role of “Contractor Property Shipper” is creating a Property 

Transfer Document, the system will permit entry of the Losing Contract Number Type.

RRR_0740 - When a user with the role of “Vendor” is creating a Reparables Receiving Report, the 

system will permit entry of the Gaining Contract Number Type.

RRR_1230 - When a user with the role of “Vendor” is creating a Reparables Receiving Report, the 

system will permit entry of the Contract Number Type.

Item 

#

Location Revision 4010 856, 

Advance Shipment Notice (ASN)

Reason

1. 2/REF01/150 Add new qualifier “DD-Document Identification Code”

and the following Notes:

DD Document Identification Code

Federal Note: Use to identify the Government MicroPurchase Reference.

DLMS Note: Use by the Government submitter to 

provide a value associated with a micro-purchase 

where no procurement document number is otherwise 

assigned.

Government Micro-Purchase 

Reference may not be greater than 20 

alphanumeric characters.

Staffing note: the original 

recommended name for this element 

was Government Document Identifier. 

DLMSO has revised the name to 

better match the usage.
ADC 362, Page 7

Item 

#

Location Revision 4010 856, 

Advance Shipment Notice (ASN)

Reason

2. 2/REF01/150 Add new Federal Note 2 to existing code “KL”:

KL Contract Reference

Federal note:

1. For a Contract Data Requirements List data item, use 

to indicate the reference in the contract that generates the 

requirement for the data item, e.g., Statement of Work 

paragraph.

2. For WAWF, use to indicate a Contract Number 

Type. Cite the applicable code in REF02.

A - Cooperative Agreement

B - DoD Contract (FAR)

C - DoD Contract (Non-FAR)

D - Grant

E - Intragovernmental

F - Intergovernmental

G - International Agreement

I - Non-DoD Contract (FAR)

J - Non-DoD Contract (Non-FAR)

K - Other Agreement

For WAWF, there will be a new field 

called Contract Number Type that 

Vendors will enter via the Web, EDI 

and FTP to permit entry of a Contract 

Number Type. 

The field may also be populated by 

inspectors, acceptors. 

Where the Contract Number Type is 

“DoD Contract (FAR),” the system 

will reject the document as invalid if 

one of the following conditions is not 

met: (1) The Contract Number is 13 

positions in length and the Delivery 

Order Number is blank (empty-no 

entry); (2) The Contract Number is 13 

positions in length and the Delivery 

Order Number is 4 positions in length; 

(3) The Delivery Order Number is 13 

positions in length; or (4) The 

Delivery Order Number is 17 

positions in length. 

Staffing Note: 

Code H, Micropurchase, was removed 

for the code set by WAWF 

representatives prior to staffing.

e. The following changes were requested to meet the existing WAWF and Global Exchange (GEX)

usage. These changes are not associated with the current WAWF release, but are pre-existing although 

not previously documented.

Item Location Revision 4010 856,

Advance Shipment Notice (ASN)

Reason

1. 1/HL03/010

E Transportation Equipment

Add new qualifier code of “E- Transportation 

Equipment”:

Federal Note: For WAWF, used to identify a loop 

containing embedded UII information.

See Enclosure 1.
ADC 362, Page 8

Item Location Revision 4010 856,

Advance Shipment Notice (ASN)

Reason

2. 2/REF01/150

AX Government Accounting Class Reference 

Number (ACRN)

Add new qualifier code “AX-Government Account Class 

Reference Number (ACRN)” to Federal IC:

Administrative update adds missing 

qualifier to Federal IC.

3. 2/REF04-

01/150

6O Cross Reference Number

Mark DE “Used and add new qualifier code “6O-Cross 

Reference Number” with the following Federal note:

Federal Note: For WAWF, use to identify the parent 

UII. This is required to associate the identified 

embedded UII with its parent UII. Applicable only to 

vendor submission and not used for WAWF outbound 

interface.

See Enclosure 2. This is required for 

the vendor submission only and the 

appropriate hierarchical relationship is 

handled in the standard HL looping 

structure for WAWF outgoing 

transactions.

Staffing Note: This element is being 

added to the Federal IC, but is not 

used in DLMS and will not appear in 

the DLMS Supplement.

5. REASON FOR CHANGE: The change will support WAWF requirements.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Submitting a correction transaction from a vendor’s business application assures 

vendors that the data accepted in WAWF exactly matches their business application, which they rely on 

for many uses, including invoicing and shipping.

b. Disadvantages: None identified.

7. IMPACT: 

a. Federal IC and DLMS Supplement 4010 856, Advance Shipment Notice (ASN). 

b. Vendors and Components interfacing with WAWF.

c. Implementation Schedule: Support Release 4.2, March 2010.

d. DLMS Data Content: This change adds the following new/revised DLMS Data Elements:

• Two additional values are added to Transaction Set Purpose Code for WAWF 856 

ASN

oVoid. Used in WAWF to designate that the vendor is voiding a previously submitted 

ASN/Receiving Report (RR) 

oVoid and Create. Used in WAWF to designate that the vendor is voiding a 

previously submitted ASN/Receiving Report (RR) and concurrently creating a new 

(replacement) ASN/RR.

• Corrected Contract Number Cross-Reference. Used in WAWF for the vendor to 
ADC 362, Page 9

identify the value of the Contract Number to which a correction applies. Applicable when 

the contract number itself is being corrected on the new submission.

• Corrected Delivery Order Cross-Reference. Used in WAWF for the vendor to identify 

the value of the Delivery Order Number to which a correction applies. Applicable when 

the Delivery Order Number itself is being corrected on the new submission.

• Contract Number Type. Used in WAWF to identify the type of contract or other source 

document to which the WAWF RR or Property Transfer applies. See code set above.

• Government Micro-Purchase Reference. Use in WAWF by the Government submitter to provide a 

value associated with a micro-purchase where no procurement document number is otherwise 

assigned.
Enclosure 1, Page 1

ADC 362

Enclosure 1, Detailed Reason for Adding New qualifier “E – Transportation Equipment”

In order to translate the WAWF UDF to X12, WAWF developers added the HL03 = E 

loop. 

For embedded UID data, WAWF extracts a REF^EMBEDDED^START, then the embedded data, 

followed by the REF^EMBEDDED^END. (See example below)

...

HL^5^3^D^0

SLN^1^^O^1^EA^^^^KF^UID2^MF^FU4417^MG^PARTNUM01^XZ^LD^^^^^^^BZ^N

REF^U3^SERNUM001^LDFU4417PARTNUM01SERNUM001

REF^EMBEDDED^START

HL^6^5^F^0

SLN^1^^O^1^EA^^^^KF^UID1^MF^FU4417^^^XZ^LD^^^^^^^BZ^Y^^^^^PQ^N

PID^F^^^^IUID DESCRIPTION GOES HERE

REF^U3^SERNUM001^LDFU4417SERNUM001

REF^EMBEDDED^END

HL^7^3^D^0

SLN^1^^O^1^EA^^^^KF^ESN^MF^FU4417^MG^PARTNUM01^XZ^LD^^^^^^^BZ^N

... 

GEX accounts for this data by spawning another HL loop, HL03 = E, followed by a 

HL03 = F embedded data loop.
Enclosure 2, Page 1

ADC 362

Enclosure 2, Detailed Reason for Adding New qualifier “6O – Cross Reference Number”

The problem with using the HL loops to make the association is that it we need to know 

which specific UID within the HL03=D loop the embedded UID (in the HL03=F loop) belongs 

to. Using the identifier in HL01 doesn’t achieve that; it only tells us which UID Header 

the Embedded UID is associated with. Additionally, each of the Embedded UID’s within the 

HL03=F loop may belong to a different UID within the HL03=D loop.

Refer to the UID D064810001 example below, to see that it has one embedded UID 

(D06481E001). 

HL^3^2^I^1

LIN^0001^B8^0001

SN1^^9^EA

SLN^1^^O^^^200

PID^F^^^^Bottled Water

LM^DF

HL^4^3^D^0

SLN^1^^O^1^^^^^KF^UID1^MF^06481^MG^0001^XZ^D^B8^BATCH/LOT^VU^12345^DS^D^BZ^Y

REF^U3^0001^D064810001^6O:1

REF^U3^0002^D064810002^6O:2

REF^U3^0003^D064810003^6O:3

REF^U3^0004^D064810004^6O:4

REF^U3^0005^D064810005^6O:5

HL^5^3^J^0

SLN^^^^^^1000^^^MG^0001

DTM^007^20080320

HL^6^3^F^0

SLN^1^^O^1^^^^^KF^UID1^MF^06481^MG^0001^XZ^D^B8^BATCH/LOT^VU^67890^DS^D^BZ^Y

REF^U3^E001^D06481E001^6O:1

REF^U3^E002^D06481E002^6O:2

REF^U3^E003^D06481E003^6O:3

REF^U3^E004^D06481E004^6O:4

REF^U3^E005^D06481E005^6O:5

Now, if you remove the composite fields in REF04, you have no way of knowing which UID 

the embedded UIDs belong to. The HL02 value for the Embedded UIDs is 3, which tells us 

that these Embedded UIDs belong to the Parent UIDs in the HL01=4 loop, but we do not know 

which UID in that loop they belong to.

HL^3^2^I^1

LIN^0001^B8^0001

SN1^^9^EA

SLN^1^^O^^^200

PID^F^^^^Bottled Water

LM^DF

HL^4^3^D^0

SLN^1^^O^1^^^^^KF^UID1^MF^06481^MG^0001^XZ^D^B8^BATCH/LOT^VU^12345^DS^D^BZ^Y

REF^U3^0001^D064810001

REF^U3^0002^D064810002

REF^U3^0003^D064810003

REF^U3^0004^D064810004

REF^U3^0005^D064810005
Enclosure 2, Page 2

ADC 362

HL^5^3^J^0

SLN^^^^^^1000^^^MG^0001

DTM^007^20080320

HL^6^3^F^0

SLN^1^^O^1^^^^^KF^UID1^MF^06481^MG^0001^XZ^D^B8^BATCH/LOT^VU^67890^DS^D^BZ^Y

REF^U3^E001^D06481E001

REF^U3^E002^D06481E002

REF^U3^E003^D06481E003

REF^U3^E004^D06481E004

REF^U3^E005^D06481E005
Enclosure 3, Page 1

ADC 362

Enclosure 3, PDC Comment Resolution

# Submitter Comments Resolution

1. WAWF 

Contractor 

Support 

(Northrop 

Grumman 

Corporation 

(NGC) Team)

The NGC Team supporting WAWF has reviewed and believes these 

changes are consistent with the current WAWF requirements. We 

understand similar changes to the 857 will be made via an administrative

change as part of this process and concur with that change

None required.

Comparable 

changes to the 

857 (external to 

DoD) will be 

published 

shortly.

2. DLA In response to internal DLA concerns, the DLA WAWF lead provided the 

following clarification:

This PDC is in support of some WAWF changes requested by the 

DCMA. It only applies to DCMA administered and paid contracts. 

The issue that the DCMA folks are trying to fix is that their system 

(MOCAS) hasn't been able to handle a corrected receiving report (ASN/

856). For example, if a vendor submits an 856 with an error, the vendor 

must print a hard copy of the receiving report and write ‘corrected’ on the 

copy and fax it

to the DCMA so that someone can manually enter the data into the 

MOCAS system. Today if the vendor were to resubmit their corrected 

Receiving Report/856 via WAWF, the MOCAS system would drop it as a 

duplicate. 

DCMA has been very careful to keep the scope of their request small. 

This has been a very difficult change for them due to the limitations of 

the MOCAS system.

If the Source/Source (S/S) contract is a DLA issued contract and DCMA 

administered and paid, DCMA will get the vendor's 856 via WAWF. EBS 

would not get a copy of the vendor's 856 (only could receive this if DLA 

were using the WAWF “standards” interface) so there should be no 

confusion with DLA Enterprise Business System (EBS) receiving a 

corrected 856 (which EBS cannot process). 

DCMA will send EBS the MILSCAP PK9 Contract Completion Statement 

transaction to let the PCO know that the vendor has met the contract 

requirements and they can close out the contract. The PK9 is equal to 

an EDI 567.

DCMA chose to limit the corrections to a small segment of transactions 

(S/S, DCMA administered/paid) for their pilot. 

Below is the link to DCMA website - if you open and select receiving 

reports you will find a nice briefing that explains the changes and 

provides screen shots for the DCMA folks...

https://home.dcma.mil/mocas/wawf42.cfm

Updated ADC 

to insert 

reference to 

additional 

guidance 

available on the 

DCMA website.

3. Navy Navy concurs as written and submits no additional changes. None required

4. Air Force Air Force concurs as written and submits no additional changes. None required
Enclosure 3, Page 2

ADC 362